The sight of a presenter desperately trying to connect laptops to central systems for powerpoint presentations is an all too common one. It is embarrassing for presenters and organisers while the audiences become increasingly restless. And that is only one of the many potential problems that can occur.
Just think of all the things that can possibly go wrong at an event. The list is endless. Most organisers immediately think of the horror of having no one turn up, losing the presenters or a total electricity failure.
But there are other many other potential hazards that are frequently overlooked. Yet these are items that can cause just as much havoc as headline problems over speakers and venues. What if the equipment doesn’t work properly? Delegates start complaining that they cannot see the presenters or the screens due to poor sight lines. Visuals don’t match accompanying words or music. Lighting effects fail. There are not enough sockets for the equipment. Video presentations don’t play, microphones don’t work and internet links disappear.
Many of these problems can be avoided. All you need to do is plan ahead. Allow plenty of time for rehearsals. Get your Audio Visual company involved as early as possible in the planning process. This gives them time to check out the venue and identify possible problems with sight lines, audio quality and even the number of sockets.
With time to prepare, they can work with you to ensure that potential problems are minimized. Rehearsing the lighting effects will throw up any final visibility issues thus allowing seating to be rearranged before audiences arrive. Roving microphones can be checked out at all locations within the room to ensure that there is no interference. You can confirm that every delegate will be able to participate fully in the event. They can see and hear everything, and make sure that any questions asked are clearly heard by the presenters.
Rehearsals will enable you to check computer links and identify which formats are compatible. Presenters can then be given advance warning. Live links can be tested to make sure that the connectivity is reliable.
Check with your presenters and speakers to identify what they need from your AV systems. Will they simply stand in one place or will they move around thee room? Do they need the house lights to be raised or lowered frequently?
Allowing time for rehearsals makes sense.